Operations Support Administrator

Operations Support Administrator

Department: Administrative - Other

Employment Type: Part Time

Location: Whittier, CA

Compensation: $20.00 - $25.00 / hour

Description

The Operations Support Administrator is a multi-functional support role responsible for ensuring the accuracy and compliance of employee timekeeping and session systems while also providing general office, front-office, and entry-level administrative support.

Key Responsibilities

Timekeeping & Session Audit (Primary Focus)
• Perform daily, weekly, and bi-weekly audits of employee timecards and session systems to ensure accurate, compliant recording of:

• Clock-in/clock-out punches
• Meal and rest periods
• Overtime, double time, and premium pay
• Session start/end times aligned with scheduled services
• Appropriate task, service, and administrative coding

• Identify, correct, and document:

• Missing, overlapping, or duplicate punches
• Unapproved or excessive administrative time
• Inaccurate mileage, travel time, or session entries
• Improper or undocumented manual edits

• Ensure all corrections include required explanations and supporting documentation.
• Monitor potential off-the-clock work, timekeeping irregularities, or policy concerns and escalate as appropriate.
• Verify time-off entries align with approved requests and company policy.

Payroll & Compliance Support

• Support payroll processing by ensuring timecards are complete, accurate, and approved by established deadlines.
• Coordinate with employees to ensure timekeeping and sessions are completed timely and accurately.
• Verify overtime and schedule changes are pre-approved and compliant with applicable wage-hour laws.
• Maintain accurate audit trails and support documentation for payroll and compliance reviews. Coordinate with applicable management to discuss trends and corrective actions.

Entry-Level HR Administrative Support
• Serve as a first-line administrative support resource for employee questions related to:

• Timekeeping and session accuracy
• Basic HR processes (forms, documentation, routing of requests)

• Coordinate and route employee questions, concerns, and requests to the assigned HR Coordinator in accordance with established HR protocols.
• Assist with distributing and collecting HR-related forms, acknowledgments, and documentation.
• Support onboarding and offboarding processes, including:

• New hire paperwork coordination
• Timekeeping system access
• Badge creation and basic orientation support

• Maintain organized, confidential HR and personnel records in accordance with company policies.

Note: This role does not provide policy interpretation, legal guidance, or employee relations determinations, and escalates such matters to the assigned Supervisor, HR Coordinator, or HR leadership.

General Office & Front-Office Support
• Open and close the office in accordance with established procedures.
• Serve as a first point of contact for clients, visitors, and staff, both in person and over the phone.
• Answer, screen, and route incoming calls; respond to general inquiries or direct callers to appropriate departments.
• Assist clients and staff with check-in and basic administrative needs.
• Maintain a professional, welcoming, and organized front-office environment.
• Route scheduling inquiries and cancellations to appropriate operational staff.

Office Administration & Facilities Support
• Order, track, and restock office, clinic, and administrative supplies, as assigned or requested through site leadership.
• Coordinate general office maintenance needs, including submitting service or repair requests, as requested by site leadership.
• Monitor office spaces for safety, cleanliness, and organization; escalate issues as

Skills, Knowledge & Expertise

Required Qualifications
• High school diploma or equivalent required; associate's degree preferred.
• 1-3 years of experience in operations administration, timekeeping, office support, or HR administrative support.
• Experience interacting with employees, clients, or the public in a professional setting.
• Strong working knowledge of electronic timekeeping systems (e.g., ADP or similar).
• High level of attention to detail and organizational accuracy.

Preferred Qualifications
• Experience in healthcare, behavioral health, or other regulated environments.
• Prior experience supporting HR administration or payroll audits.

Skills & Competencies
• Exceptional attention to detail and accuracy
• Strong customer service and communication skills
• Professional discretion with confidential information
• Ability to triage issues and escalate appropriately
• Strong follow-through and documentation skills
• Ability to manage competing priorities and deadlines

Job Benefits

At Holding Hands, Inc., this isn't just a job , it's a chance to make a real difference.

We support individuals with developmental and intellectual disabilities in living meaningful, independent lives. When you join our team, you become part of something bigger than yourself - a community built on compassion, dignity, and empowerment.